Admin & Fiscal Support Specialist

Description

Title:

Admin & Fiscal Support Specialist
Position Number: 0097640
Hiring Unit:
Academic Affairs, College of Pharmacy, Dean’s Office

Location:

UH at Hilo
Date Posted:
June 16, 2026
Closing Date:
August 15, 2026; first review on or around July 1, 2026
Band: A
Salary: salary schedules and placement information
Full Time/Part Time:
Full-Time
Month: 11-month
Temporary/Permanent:
Permanent
Other Conditions:
Appointment to begin approximately July 2026, pending position clearance and availability of funding.

The University of Hawai'i at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawai'i, known for its unique blend of cultural immersion and research opportunities, leveraging the island's extraordinary geological, biological, and cultural diversity. It is a comprehensive, regional university within the ten-campus University of Hawai'i System, focusing primarily on high-quality baccalaureate and select postgraduate education, including distinctive programs in areas like marine science, geology, astronomy, pharmacy, and Hawaiian language revitalization.

The Office of the Vice Chancellor for Academic Affairs (VCAA) provides academic leadership and administrative oversight for the university's instructional, research, and academic support units. Within the VCAA portfolio, the Daniel K. Inouye College of Pharmacy (DKICP) supports faculty, staff, and students in the development, administration, and stewardship of externally funded research and scholarly activity, ensuring compliance with University of Hawai'i, RCUH, state, federal, and sponsor requirements.

This position reports directly to the Dean of the College and provides comprehensive administrative support, including fiscal and human resource functions for the Dean's Office. The role works in close collaboration with the College's Administrative Officer and serves as a backup in their absence, ensuring continuity of operations.

• Provide administrative support for the Dean, including managing the dean's calendar, coordinating and executing scheduling and meetings, arranging travel and reimbursements, facilitating communications with internal and external stakeholders, drafting and editing documents.
• Assist in coordinating the logistics of College-based faculty affairs processes and timelines, such as promotion and tenure, post-tenure (5 year) review schedules, faculty awards.
• Prepare monthly, quarterly, and annual budget reports; prepare budget documents; review, analyze, and assist in developing short- and long-range operating budget proposals, requests, and expenditure plans of limited scope.
• Maintain and monitor internal accounting and fiscal records, including but not limited to general funds, special funds, external funds, and Foundation funds, ensuring accuracy in accordance with established procedures.
• Assist in maintaining fiscal transaction reports, forms, requests, and records in accordance with Federal, State and University requirements.
• Assist the Administrative Officer in preparing personnel documents; arrange for travel authorizations and reimbursements; research and purchase supplies, equipment, and services; maintain and safeguard fiscal and personnel records and files for the Dean.
• Monitor and assist with faculty and staff searches.
• Support the College in maintaining financial resources to meet its goals and priorities by assisting in anticipating spending trends, monitoring expenditures and encumbrances, identifying irregularities, and reporting them to the Dean.
• Assist the Administrative Officer in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information. Submit financial and fiscal reports to DKICP Dean or UH Vice Chancellor for Academic Affairs Office upon request.
• Work with and keep the Administrative Officer informed on fiscal matters, including assisting in the development of options/alternatives related to budget procedures, strategic fund transfers, and instructions, in accordance with established policies and under supervisory guidance.
• Assist with maintaining property and inventory…